CHAPTER 12

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Bring Meeting to Life:

Event Technology

 

LEARNER OUTCOMES

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A. Identify relevant event technology tools and services that are available to meeting professionals.

B. Describe how event technology is used to shape the meeting

C. Explain the collaboration of event technology paired with meeting management that translates to return on investment

D. Discuss event technology tools and services available for planning before, during, and after the meeting.

E. Distinguish audiovisual service components that are common in production.

Chapter Summary:

 

Now more than ever, meeting professionals must grasp the effect technology has on the meetings profession and how to shape the technology according to the audience.  There are several generations using technology, i.e. Baby Boomers, Generation X, and the Millennial.

 

The meeting professional recognizes that each generation uses technology differently.  Selecting the types of technologies for generation use and event/meeting needs should streamline and elevate the conclave, while meeting generational expectations.

Key technology tools that can be used for the meeting will revolve around the website that serves as a vehicle to disseminate meeting information.  Other tools would include mobile apps.  An app will maximize the attendee experience.  These apps are accessible from smart phones or tablets, and enable the attendee and exhibitor to connect.   In addition, an app will help to distribute event content.

 

Onsite technology tools have a long, varied and exciting list of options.  There is onsite check-in, which alleviate long check-in lines. Mobile apps, with a secondary usage geared towards accessing speaker and session information.  Lead retrieval, which is an exchange of information between attendees, exhibitors, sponsors, and event organizers.  Social media is a technology tool that is continually morphing via such platforms as Facebook, Twitter, LinkedIn, YouTube, Instagram, and blogs. Gamification will utilize games, social media, and incentives to engage the attendees.  

 

Other technology tools that help to manage the event would include: Presentation Management, Mobile Applications, Virtual Events, ePoster Systems, Digital Signage, Interactive Applications, Digital Streaming, Simultaneous Interpretations, and Audience Response Systems.  

 

After the event has concluded the meeting professional is responsible for gathering valuable data to determine how successful the event was to the organizer.  Some methods of data collection are online surveys, online communities, and online reporting of attendance records, speaker engagement, and the total meeting spend on hotel, food and beverage, and that of the vendors.

 

The term “big data” refers to the information organizations capture, store, share, and analyze across the business.  This big data can be collected through portals, and the information collected travels through event manage software.  These might include registration systems, radio-frequency identification chips, mobile apps, appointment schedules, meeting cards, travel management systems, communities, social media, and survey tools.

 

Back to the basics audio visual services is the second portion of the chapter and these services are traditionally made up of three basic components:  video, audio, and lighting.  These three components work together simultaneously to present a fully immersive experience for the audience.

 

The video portion encompasses a variety of formats, HD, High Resolution, 2D or 3D animation.   Projection is the most visible and higher profile component of the video services.

Simple and elaborate shows have more than one source of graphics or video, so a switcher or router is required to display each individual output on the screen.

 

Playback of digital video is accomplished by using computers or dedicated digital playback devices.

 

Recording the entire meeting is another important part of many events.  The highest quality of recording comes from using dedicated, high definition, digital recording devices.

 

Cameras are an important source of visual content at events.  They are used to magnify or “IMAG” the speaker on the screen for the audient to see them more clearly.

 

Audio for live events is as much a science as an art.  The meeting planner needs clear and even sounds in the venue.  Every meeting space will have different acoustics and architecture that will require the services of well-trained engineers.  The technical engineers will be working with speaker systems, sounds boards, and microphones that all need to be balanced to the venue.

 

Lighting is a special part of the event and adds excite and event emotion to an otherwise plane environment.   The types of lighting are LED, Conventional lights, and up-lighting.  Most lighting is done through a control console that can be very basic or extremely feature-rich digital workstations.

 

Other associated technologies and services will provide that final “dressing” that brings the creativity of many individuals together that ensures that the experience is maximized and memorable.  The “Scenic portion refers to a variety of elements that are used to dress up a set.  Pipe and drape is the most basic scenic element.  “Rigging” refers to a truss and other structures that are hung or supported by structural points in the ceiling.  Finally, “staging” in the AV industry, refers to the physical stage and accessories.